DEFENSE LOGISTICS AGENCY

HEADQUARTERS

8725 JOHN J. KINGMAN ROAD

FORT BELVOIR, VIRGINIA 22060-6221

IN REPLY

REFER TO

DLMSO

SEP 1 8 2DD6

r

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE MEMBERS

SUBJECT: Approved Defense Logistics Management System (DLMS) Change (ADC) 211,

Exception Processing for Government-Furnished Material (GFM) for Packaged

Fuel Additives Managed by Defense Logistics Agency (Supply) (staffed as PDC

229)

The attached change to DoD 4000.25-1-M, Military Standard Requisitioning and Issue

Procedures (MILS TRIP) and DoD 4000.25-M, Defense Logistics Management System (DLMS),

approved for implementation. DAASC programming to support this change will be completed

within 30 days.

Addressees may direct questions to the Defense Logistics Management Standards Office

point of contact, Ms. Ellen Hilert, Chair, Supply Process Review Committee, 703-767-0676,

DSN 427-0676, or e-mail: Ellen.Hilert@dla.mil or Mr. Robert Hammond, 703-767-2117, DSN

427-2117 or email: Robeli.Hammond@dla.mil. Others must contact their Component

designated representative. Others must contact their Component designated representative.

~,~Director

Defense Logistics Management

Standards Office

Attachment

cc:

DUSD(L&MR)SCI
ADC 211 

Exception Processing for GFM for Packaged Fuel Additives Managed by DLA 

1. ORIGINATOR: 

a. Service/Agency: Defense Supply Center Richmond (DSCR), Defense Activity Address 

Support Center (DAASC) and Defense Energy Support Center (DESC) 

 b. Sponsor: DSCR Order Fulfillment, DSCR-BAOA, DSN 695-6192, Commercial 

(804) 279-6192 

2. FUNCTIONAL AREA: Supply/Finance 

3. REFERENCES: DOD 4000.25-1-M, Military Standard Requisitioning and Issue Procedures 

(MILSTRIP); DOD 4000.25-M, Defense Logistics Management System (DLMS) 

4. REQUESTED CHANGE:

 a. Title: Exception Processing for GFM for Packaged Fuel Additives Managed by DLA

 b. Description of Change: The change provides an exception/deviation to the current 

requirements under MILSTRIP, Chapter 11, Contractor Access to Government Supply Sources. 

This change establishes an automated DAASC edit/interface to provide Management Control 

Authority (MCA) validation on a temporary basis for Defense Energy Support Center (DESC)-

sponsored GFM requisitions of selected stock numbers. Changes from the PDC version are 

highlighted. Comments received during formal staffing are enclosed. 

 c. Procedures: DAASC will build a DESC GFM Table which would identify DESC 

established “U” series (Contractor “UY” and Contingency “UC”) DoDAACs authorized to 

requisition specified additive NSNs. The Authorized DESC POC will be responsible to provide 

DAASC the “UY or UC” series DoDAAC/NSN combinations for the DESC GFM Table. 

DESC-sponsored orders for GFM would specify one of the listed DoDAACs (SJ0630 (Americas 

East), SJ0606 (Americas West), SJ0629 (Middle East), SJ0601 (Europe), SJ0600 (Pacific) and 

SCO600 (DESC for “UC” locations) as the requisitioner/bill-to activity, contain the “U” series 

DODAAC designated as the ship-to activity and contain the DESC assigned MDN code starting 

in positions 54 that contain either an “A” or an “F.” DAASC would route these requisitions and 

any requisition related transactions (DI A0/AM/AT/A3/A4) to the SoS for the NSN 

ordered...e.g. BSM (RIC SMS). The SoS will generate the MILSTRIP required Doc ID AX1 

(GFM validation transaction) to DAASC (this is standard processing for both SAMMS and 

BSM). DAASC will capture any AX1 containing one of the listed DoDAACs (SJ0630 

(Americas East), SJ0606 (Americas West), SJ0629 (Middle East), SJ0601 (Europe), SJ0600 

(Pacific) or SCO600 for “UC” locations) as the requisitioner/bill to and a “U” DoDAAC as the 

ship-to and match it against the DESC GFM Table. If a table match is made by ‘U” series 

DoDAAC and NSN, then DAASC would respond to the SoS with an AX2 (GFM validation 

response) with an advice code indicating the order is authorized for processing. The SoS would 

process the AX2 and either honor or reject the order based on the advice code provided by 
DAASC. This request is predicated on the fact that the DESC GFM volume is relatively small 

and restricted to a select number of NSNs (mostly additives). 

 d. Alternatives: The following alternatives where discussed, but are not considered best 

solution. 

(1) Continue the current procedure whereby GFM orders are processed by the DLA Call 

Centers. This method is not satisfactory because the resulting DLA Directed MRO (Requisition) 

DI Code C01, from the DSS depot bypasses the GFM systemic edit checks. 

(2) Establish internal procedures within BSM to support DESC requirements. The 

requisitions would be submitted to BSM with an MCA/MDN code in 54-56 (e.g. F00). BSM 

edits would generate an AX1 against these. At the time BSM generates an AX1, the order is 

paced in an internal rejection status (reason for rejection ZJ) until an AX2 is received or 15 days 

lapses. DLA could designate someone to look for these DESC AX1 rejected/suspended orders 

and “unreject” them to allow the order to process, just as if an AX2 with 2M advice was received 

and triggered the “unreject”. This process relies on manual intervention and lacks automated 

security controls. 

5. REASON FOR CHANGE: The selected NSNs have been logistically reassigned from DLA 

SAMMS to DLA BSM. However, BSM cannot currently process DESC-sponsored orders for 

GFM due to an inability to obtain GFM validation from either internal or external sources. This 

exception validation by DAASC will permit GFM requisitions to process automatically through 

BSM, and the GFM material to be shipped to the supplementary address of the DESC vendors or 

contingency location. The exception provides automated processing without human 

intervention. It also ensures that required controls are applied. 

6. ADVANTAGES and DISADVANTAGES: 

 a. Advantages: This process change will improve control, flow, and timeliness to support 

external customers. It will provide goodwill to customers with unique requirements that the 

system currently lacks. The control by MDN for DESC vendors is heightened and will affect 

DLSS/DLMS. It takes advantage of the current BSM enhanced process capabilities. On the 

other hand, failure to approve and implement this process change will hamper the requisitioning 

process vital to DOD needs. The requisition processing will occur adjunct to the BSM 

operations as they will have to be processed manually bypassing the edit check which is a control 

necessary to manage these items. An example of just one 55 gallon drum costs over $20K. 

 b. Disadvantages: There are no known disadvantages to implementing this process change. 

7. IMPACT: 

 a. Data Content/Procedures: As specified. 

 b. Publication(s): Insert the following text under MILSTRIP, Appendix 4.10, Defense 

Logistics Agency Authorized Exceptions, Special Processes, and Delayed Implementation Dates, 

and in the DLMS manual.
AP4.10.14. Chapter 11, Contractor Access To Government Supply Sources. The DAASC will 

perform the DI AX1/AX2 validation on behalf of DESC for selected requisitioning/bill-to 

activities and stock numbers in accordance with the following procedures. 

 AP4.10.14.1 DAASC will maintain a DESC GFM Table which will identify DESC 

established U series contractor DoDAACs authorized to requisition specified additive NSNs. 

The authorized DESC POC will provide to DAASC the U series DoDAAC/NSN combinations 

for the DESC GFM Table. 

 AP4.10.14.2 DESC sponsored orders for GFM will specify DoDAAC SJ0630 

(Americas East), SJ0606 (Americas West), SJ0629 (Middle East), SJ0601 (Europe), SJ0600 

(Pacific) and SCO600 (DESC for UC locations) as the requisitioner/bill-to activity. They will 

contain a U series DODAAC designated as the ship-to activity, and contain the DESC 

assigned MDN. 

 AP4.10.14.3 DAASC will route requisitions and requisition related transactions (DI

A0/AM/AT/A3/A4) to the SoS for the NSN ordered, and the SoS will generate the MILSTRIP 

required DI AX1, ICP GFM Validation Request, to DAASC. 

 AP4.10.14.4 DAASC will capture any AX1 containing DoDAAC SJ0630, SJ0606, 

SJ0629, SJ0601, SJ0600 or SCO600 (for UC locations) as the requisitioner/bill to and a U 

DoDAAC as the ship-to and match it against the DESC GFM Table. If a table match is made 

by U series DoDAAC and NSN, then DAASC will respond to the SoS with a DI AX2, MCA 

GFM Validation Response, with an advice code 2M, indicating the order is authorized for 

processing. If no match, DAASC will respond with DI AX2, ADVICE CODE 2V, indicating 

the order is not authorized for processing. 

 AP4.10.14.5 The SoS will process the AX2 and either honor the order or reject the 

suspended transaction using Status Code DN, based on the advice code provided by DAASC. 

 
Comments Received during Staffing 

 Submitter Comment Response 

1. John Will, 

USTRANSCOM 

Corporate Data 

Office (CDO)

There is no procedure specified for 

maintaining the proposed edit table. .... ongoing maintenance of this table is an 

important part of making this a successful 

implementation, and the procedure(s) for 

that maintenance need to be defined. 

DLA: When a DoDAAC, NIIN or Contract 

related to the DESC GFM Table for additive fuels 

needs to be deleted, modified or added the DESC 

Contract Administrator will alert the DESC 

DoDAAC Monitor or designee who will be 

responsible for updating via email any table and 

DoDAAC changes to DAASC. The DLA HQ 

DoDAAC Administrator will be CC’d on all 

correspondences and communication between 

DAASC and DESC. At this time, the DAASC 

POC and DLA HQ DoDAAC Monitor (same 

person) resides in J335 and will monitor actions 

on DLA’s (J335, Order Fulfillment Division) 

behalf. 

DLMSO: ADC updated to remove provision 

allowing a contracting officer to notify DAASC. 

2. John Will, 

USTRANSCOM 

Corporate Data 

Office (CDO) 

The procedures for "no match" need to be 

better identified. Excerpt from the PDC: 

 " If no match, DAASC will respond with 

an advice code indicating the order is not 

authorized for processing." 

What is DLA to do when they receive an 

advice code indicating the order is not 

authorized? 

DLMSO: Under standard MILSTRIP procedures 

the Advice Code 2V will be reflected in the AX2 

transaction to indicate that the MCA validation 

reveals that the requested item, requisitioner, or 

DoDAAC in supplemental address is not 

authorized GFM. As a result the supply source 

will reject the suspended requisition with Status 

Code DN. If DESC believes that the requisition 

was rejected inappropriately, a manual review by 

DESC and DLA will be required to determine the 

cause. Specific advice and status codes inserted 

in the ADC to clarify. 

3. Bill Strickler, 

DAASC 

Logistics 

DAASC would like a single DESC POC , 

not multiple POCs. 

See response to 1 above. Recommend DESC 

designate a primary and alternate POC. 

4. Bill Strickler, 

DAASC 

Logistics 

Confirmation the process described is 

applicable to A0/AM/AT/A3/A4 

transactions. 

DLMSO: Confirmed. Added to the ADC. 

5. Bill Strickler, 

DAASC 

Logistics 

DAASC already has in place a process 

where ANY AX1 received with SGA/SHA 

in rp 74-76 is automatically validated AX2 

with 2M advice. Would propose to insert 

SGA/SHA in orders as they flow through 

initially to fit the established process. 

Would still flow through the logic if AX1 

did not contain SGA/SHA in rp 74-76 

DLMSO: For this change we are requiring the 

submitter of the order to enter an MDN starting 

with an A or F, so there is no need to put the 

SGA/SHA RIC in 74-76. The expectation is that 

both the initial requisition type transaction and the 

subsequent AX1 will be validated against the 

DESC GFM table. The DAASC process 

providing an AX2 with 2M when the AX1 

contains SGA/SHA is based on an Army 

exception to the normal MCA process and does 

not apply to this ADC. The automatic AX2 
response is intended to apply to retail Army 

contractors that have no MCA and wholesale 

Army contractors whose orders appear to have 

previously passed through the Army MCA. This 

is necessary for the retail contractors as there is no 

special table or MCA to validate. It also supports 

the Army where they were unable to implement 

the approved MILSTRIP procedures; however, 

this process for wholesale Army contractors will 

be phased out as the Army systems are 

modernized.